Creating a Savedlist in Colleague - XSAV

Owned by Allison Urbanczyk
Last updated: Mar 02, 2022 by John Bowker (Deactivated)

Employees use these steps to create a savedlist in Colleague to facilitate the viewing or processing of multiple records at the same time.


This custom process is helpful for office staff who may not be familiar with file layout and and "key field structure"   For the Advanced User, they have access to the SLED screen.  The main difference is that XSAV will Validate all of the records on the list to make sure they exist in the file.  SLED offers no validation and just assumes you know the files.  For example, there are some older student records that have less than 7 digits.  If you import a list from excel and a record does not contain the leading 0's to their ID to make it a 7-digit ID number, That record will be skipped in any reporting done.  XSAV will catch that issue before allowing you to save it.  SLED will allow it to be processed, but will be skipped in subsequent output.


Links to Informer and Colleague are available here: http://colleague.valpo.edu

Step-by-step guide

    • All information in Colleague is stored in files.
      • Examples: PERSON, STUDENTS, STUDENT.PROGRAMS, GRADUATES, ACAD.CREDENTIALS
    • In order to view a record, you look it up using the Key for the file you're using.
      • Example: To view a student's record in the LOCR: Student Locator form in Colleague, or any other form pulling from the STUDENT or PERSON files, use the Colleague ID, or student ID, as the key: 1234567.
      • Example: To view a degree audit in EVAL or BEVL, you first enter the ID number and then select the academic program: 1234567 and then A.BA.ART. The key in this case is 1234567*A.BA.ART.
    • Many reports at Valpo include the key you will need for the process you want to run. In the case of degree audits for academic advisors, reports include a "Key" column that shows the 7-digit Colleague ID number, an asterisk, and the academic program.
      • Example: 1234567*A.BA.ART
      • If your report includes the pieces you need to make a key but does not have the full key, you can use the Concatenate function in Excel to combine the pieces and make a new column with the key.
    • To create a savedlist using this key, open your report and filter it to show only the rows you will include in the savedlist.
    • Open a web browser and use your ValpoNet credentials to sign into Colleague.
    • Using the Form Search at the top of the screen, go to XSAV.

    • Enter a Savedlist Name in the designated field. Requirements:
      • All capital letters
      • No spaces or special characters
      • Less than 20 characters
      • It should be unique and easy to remember. Recommended: Use your initials in the name to make it unique.
      • Tip: Savedlists are purged from Colleague every 7 days. Be prepared to create a new savedlist if you need to run a process for the same group on another day.
    • To create a savedlist for viewing degree audits, use the file name STUDENT.PROGRAMS. For other processes, use the file that is relevant to what you're working on. IT and the Office of the Registrar can help if you're not certain.
    • Click on the magnifying glass icon next to the first row in the Keys section.
    • Copy the Key column from your report (StudentID*program) and paste it into the Savedlist Keys pop up window.
    • Click the Save button to close the pop up window and retain the keys.
      • Make sure that there are NO BLANK ROWS after you paste the keys, especially at the end of the list.
      • All IDs must be seven digits for this to work. If you see any IDs with fewer characters, add the preceding “0”s to the ID number to make it seven digits.
    • Allow Duplicates: N
    • Validate ad Create SavedList: Y
    • Save All
    • You will see the screen go blank, ready for creating a new list. After this happens, click the Cancel All button to leave this form and go to the next process.



For additional assistance, contact the IT Help Desk.